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Home My WebLink About11/05/2019 SERC MinsSpecial Events Review Committee Tuesday 9:00 AM — November 5, 2019 Steamboat Landing Conference Room Sanford City Hall VS Floor 300 North Park Ave Sanford, FL Should you require an alternate method to access the information on this agenda or any attachments thereto, please contact ADA@sanfordfl.ov or 407-688-5006 to request information be provided to you in an alternative format. Minutes Call to Order: 9:05 Ann Review Minutes: SERC 10/1 019: Motion to Approve Ricky Johnson; 2"d Stg. Glenn Attendance: Ms. Jennifer Brooks, Special Event Supervisor Mr. Jim Gantt Sgt. Zach Glenn Mr. Ricky Johnson Mr. Tyrone Lowery Mr. Fred Alexander Mr. Mr. Dale Fisher Ms. Robin Burris Mr. Jeff Detzel Offc. Sean Hill Add On Items/New Business: 1. Lighted Boat Parade:: No special permits are required for the Boat Parade. 520 on the Water will host a party after the Parade with a caterer and present awards to parade participants. Original thought was to bring in food trucks; applicant is considering serving canned beer. Jenn asked if applicant has a 4COP Liquor license. Caterer can serve alcohol, but food has to be 51% of sales. Applicant has general liability and liquor liability for host liability. Jim Gantt asked for confirmation that the insurance is on the applicant's property. Ms. Brooks requested a Certificate of Liability Insurance with the City of Sanford added as additionally insured. Insurance must also include host liquor for the applicant and host liquor for the caterer. Parade from 6 — 7 pm; awards presented at 8 pm; Deejay will comment on boats as they pass by; then he will be providing Christmas music. Inside the building will be for parade participants and awards; other guests will remain outdoors. Ms. Brooks expressed concern about the lighting; applicant is planning to decorate for Christmas with lights and add lights to the palm trees in the area which will provide additional lighting for guests. Ms. Brooks expressed concern for safety; especially families with children, but stated with sufficient lighting the area should be lit enough for guests to see and offer safety for guests. She recently drove by the area, but found it to be very dark. Applicant offered for Ms. Brooks to drive-by when there is an event and confirm the lighting for the area. Question was posed regarding the lights on the north shore that were damaged during the hurricane. Dale said a contractor is coming in to replace panels, but no date is established. - Ricky Johnson confirmed no street closure is required. Applicant feels -sidewalk -is -sufficient for spectators. Dale confirmed they would check on the lights. Fred Alexander confirmed no services from public works; applicant stated she walks the Riverwalk to ensure no trash is left after the event. Applicant has a dumpster and could have an additional pickup in lieu of another dumpster. Sgt. Glenn, Sanford Police Dept. confirmed no street closure is needed, but needed clarification on the need for an officer. The caterer will have different food stations, and only canned beer will be served. Sgt. Glenn stated only one officer would be required if the event is at 520 on the Water. Jeff Detzel, Sanford Fire Department, will make operations aware and a decision regarding the need for the fireboat to be on site will be made. Jennifer Brooks requested clarification for the exact event location. Applicant stated during the event a portion of the parking lot will be utilized, and is expecting the caterer to have his stations manned by his staff. If food trucks are on site, at least 10 days prior to the event, a food truck list, proof of insurance, and payment is required because possible inspection would follow from the state. .applicant was notified that an estimated invoice of City costs would follow. 2. Side by Cider. Applicant commented on the layout from the recent Indie Market and liked the layout, but would like to modify and open the road to the alley on Oak, and he will revise the layout and forward. The stage could face downtown instead of residences. This will be the 2" Annual Side by Cider. The event will have cider, beer and VIP attendees will have food and special seating. The event will also have approved food trucks. The set-up was confirmed to be 12 — 3 pm; event 3 —11 pm. VIP will be opened at the same time. VIP will also have access to their own inside bar and bathrooms. Jim Gantt, no questions. Sgt. Glenn addressed there was no closure at alleys for the Indie Market and in the future would like alleys to be closed as well. Jennifer Brooks confirmed street closure 2nd Street from Oak to Elm with hard close from Myrtle to Elm. Oak Avenue closure will hold food trucks. Food truck verification will be done when the food truck list is submitted. 3. Hooka on Lake Nlonroe; Jennifer Brooks confirmed new map is on file. Applicant plans to also use the same footprint for the 2020 Food Truck events. The hard closure was confirmed with a visual map supplied by the applicant. The parking lot area will be used for the kids' zone. The only discussion today was for the street closure and the reduced timeframe. Kids fishing tournament will be on Sunday 11 am — 2 pm. Event hours for Hook'd on Lake Monroe NOON — 9 PM; street closure 9 ANI — 10 RM. 2 Parks Dept will supply 150 chairs; 10 trash liners, 20 bags for Saturday; 5 liners; 5 bags for Sunday; one spider box to be located at the southeast corner of Sanford Avenue and 2" Street and two City staff to come in on Sunday for additional clean-up. Fred Alexander clarified there will only be one person working the event on Saturday during the event hours. One police officer will close the road from 9 AM to 1 AM Sunday; two officers for event security and one officer for boat parking at the marina from NOON until 6 Piet. No entry fee for the fishing tournament. The Seafood festival follows the fishing tournament. Official start time for fishing tournament is 6 M; Captain's meeting Friday night at Celery City to pick up information. Fishing from land is permitted. Applicant is not planning to hang a banner. 4. St. Paddy's Day; Street closures include 1" from Park Avenue to Palmetto Avenue; a diagonal closure at Sanford Avenue and 2"`' Street; a diagonal closure at 3' Street and Sanford Avenue. One spider box at the southeast corner of 2°d and Palmetto Avenue. - - - - The applicant plans to contact The Breezeway and invite them to participate. Buster's Bistro will have a deejay. Parks departments `vill supply 150 chairs, one employee from 4 PM —1 AM. 5. Picnic in the Park and Dance in the Dark; The picnic will be held in Ft. Melon Park green space from noon — 5 PM. Traffic modification of Seminole Blvd from Sanford Ave to San Juan Avenue to allow motorcycle parking only from 6 AM to 5 PM. Facilities department will provide a spider box. Parks Department confirmed there are no shelter rentals. Mr. Sullivan advised rental parties be notified there is an event in the park. Alcohol at the Civic Center, but not in the park. 6. Four Seasons Fireworks, The event will be held in the Save A -Lot parking lot and the application has been reviewed by Eileen Hinson. No services will be required from City staff. The footprint has been approved. Staff Reports/Discussion: 1. S�„r Block P,= y; Applicant is being asked to submit separate applications for Sanford Avenue Block Parry due to the differences in times and the day of the event for the months of September, October and November, and December. Jennifer Brooks presented letters sent from the applicant regarding the additional dumpster being required as well as Police Department fees. Sgt. Glenn updated on Police Department requirements for street closure which will require four officers. The hours are 5 —MIDNIGHT; set-up hours are 4 PM — 1 AM. Upcoming Events: The Vietnam Traveling Memorial Wall is scheduled to arrive November 7. Sunday, November 10, 2019 Rock for Food Jennifer Brooks requested after action cost sheets from City staff dating back to September. Meeting adjourned: 10:36 AM Please be advised that more than one member of any City Board, Commission, or Committee may attend this meeting. The purpose of this notice is to serve as a contingency in the event of such attendance, but is not intended to encourage attendance or permit participation if attendance occurs. Attendees engaged in the above meeting will ensure that the Sunshine Law of the State of Florida is not violated, in accordance with the Open Meetings Law of the State of Florida. In accordance with the Americans with Disabilities Act, persons with disabilities needing assistance to participate should contact the City Clerk at 407.688.5010 at least 48 hours in advance of the meeting. Advice to the public: If a person decides to appeal a decision made with respect to any matter considered at the above meeting, he or she may need a verbatim record of the proceedings, including the testimony and evidence, which record is not provided by the City of Sanford. (FS 286.0105) For additional information, please contact Dept. Rep at 407.688.5120 opt. 6. 4